Reference Archivist I - Maine State Archives

maine; Augusta (ME); On-site; USD 24,000 - 33,000; Full time

Job summary

Maine State Archives seeks a Reference Archivist I to provide reference services, guide users in archival research, and support access to government documents.

The role emphasizes customer service, teamwork, and accuracy in handling historical materials, with opportunities to develop policies and engage with partners.

Qualifications

• Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting.
• Ability to handle high volume public interactions with professionalism.
• Strong written and verbal communication for explaining procedures.
• Detail oriented with accuracy in managing records and policies.

Responsibilities

• Provide reference services via email, phone, and in person.
• Educate patrons on archival tools, guides, and digital resources.
• Conduct historical and statutory research using diverse resources.
• Collaborate with agencies and community partners for outreach and programs.
• Assist with accession/deaccession input and policy development.

Skills

Customer service

Teamwork

Adaptability

Attention to detail

Communication

Problem solving

Professionalism

Time management

Tools

ArchivesSpace

Libsafe

OpenAccess

Job description

Position: Reference Archivist I

Department: Secretary of State - Maine State Archives
Division: Archives
Location: Augusta, Maine
Schedule: Monday - Friday
Job Class & Grade: 0281 - 16
Salary: $17.69 - $24.27
Closing Date: September 24, 2026

Join Our Team at the Department of the Secretary of State

At the Department of the Secretary of State, we are a team dedicated to providing efficient and exceptional service to our community. We prioritize work-life balance and offer great benefits to support our team in achieving professional success while maintaining personal well-being. Join a team that fosters a culture of teamwork, integrity, and continuous improvement, offering opportunities for growth and making a meaningful impact on the lives of our citizens.

Are you ready to make a difference?

We are looking for dedicated and collaborative individuals who thrive in a dynamic, growth-focused environment. If you are passionate about making a difference, driving success, and being part of a positive team culture, we want you on our team.

About the Position

The Reference Archivist I position does archival research and reference services for use by others. Duties include retrieving archival records and documents, monitoring the use of archival materials and equipment, and instructing others in its use. Work is performed under limited supervision.

What We’re Looking For

• Customer Service Excellence : Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
• High Volume Readiness : Comfortable handling large numbers of customer interactions per day while maintaining composure and professionalism.
• Team Collaboration : Work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.
• Adaptability : Adjust quickly to new procedures, policies, and technologies as agency needs evolve.
• Attention to Detail : A focus on accuracy and thoroughness in completing tasks and managing responsibilities. Confidently make informed decisions and stay solution-focused while managing multiple priorities without sacrificing accuracy or customer satisfaction.
• Clear Communication : Strong verbal and written communication skills to explain complex rules and processes in a way that is easy for the public to understand.
• Problem-Solving : Identify and resolve issues efficiently while maintaining a calm and helpful demeanor.
• Professionalism : Consistently represent the Department with respect, integrity, and accountability.

Key Competencies We Value

• Emotional Intelligence : Empathetic, self-aware, and able to manage high-stress interactions with tact.
• Conflict Resolution : Handle difficult or emotional customer situations with patience and effectiveness.
• Time Management : Prioritize tasks and complete assignments accurately and on time.
• Commitment to Excellence : Dedication to high-quality work, accuracy, and upholding public trust.
• Continuous Improvement : A mindset focused on improving processes, learning new skills, and supporting team development.

In this role, you will

• Provides reference services to the public and state agencies through email, telephone, and in-person interactions.
• Utilizes and educates others on archival tools and best practices, including databases, guides, and resources for finding, using, and handling historical documents in both paper and digital formats.
• Conducts detailed historical, statutory, and other research for in-house and public use, utilizing a variety of physical and digital resources.
• Collaborates with patrons, state agencies, and community partners to create specialized content experiences, programs, outreach initiatives, and deliverables, including research guides, presentations, and workshops.
• Contributes to the development, implementation, and refinement of policies and procedures.
• Arranges, processes, and preserves collections according to accepted professional standards and practices, including the understanding and implementation of DACS (Describing Archives: A Content Standard) and EAD (Encoded Archival Description), to ensure public access to government documents.
• Adheres to multi-year project management plans.
• Provides input regarding materials for accession and deaccession.
• Determines and applies appropriate conservation methods to preserve and rehabilitate records, maps, and materials.
• Assesses and recommends potential confidentiality restrictions in compliance with state and federal laws and regulations.
• Contributes to the administration of Archives Space, Libsafe, and OpenAccess databases, as well as maintaining metadata and user manuals.
• Creates and u